Each workday, you perform repetitive tasks that have little to no variation. For example, you might log into your task management account, collect newly assigned tasks, and enter them into your work calendar.

From there, you might ping other people involved in your tasks to make sure they know what’s going on, and then enter your tasks into your personal calendar so you don’t lose track of anything.

Small tasks (like adding things to your schedule) seem simple, but repetitive tasks become cumbersome after a while. Although adding items to your schedule is repetitive, it’s easy. However, not all repetitive tasks are easy; some require a standardized system to complete.

Ultimately, if your goal is to improve efficiency, you need a smooth and efficient workflow. Here are some tips that can help you achieve that goal.

1. Understand how workflow affects performance

High-performance is only possible with a smooth workflow. A jumbled, disjointed, sloppy workflow might eventually produce good results, but it won’t be without frustration and careless mistakes. When efficiency is the goal, you need a smooth workflow.

If you’re not familiar with workflow, as defined in the business world, Box published a detailed explanation that will help you understand what is and how it affects performance.

In a nutshell, a workflow is a sequence of tasks that produce a specific outcome. For example, when an employee needs to be reimbursed by their employer, they begin a workflow by submitting a request with a receipt to their employer. Their request is either approved or denied, which ends the workflow.

2. Don’t micromanage tasks that require freedom

When you first hear about standardizing tasks to create an efficient workflow, you might start micromanaging tasks that require freedom. This can backfire and create rigidity that disrupts the workflow.

Procedural tasks, like reimbursing employees, are easy to standardize. All that’s needed is an official form for employees to fill out along with instructions on how to attach the receipt and where to submit the form. On the back end, someone would have a system for reviewing each request and then another system for informing the employee of the decision, and when applicable, providing the reimbursed funds.

Other tasks aren’t so easy to standardize at a detailed level, but can be on a general level. For instance, a sales representative needs the freedom to contact leads as the relationship is built. Requiring sales reps to contact all leads at 5 days, 10 days, and 20 days, for example, is too rigid.

However, it would benefit a sales team’s workflow to use a CRM tool to help reps identify hot leads, make notes after conversations, and move leads around based on those conversations. In this way, the CRM tool standardizes the way sales reps pursue newly acquired leads, while giving them the freedom to contact each lead as they see fit.

3. Automate repetitive tasks

The best place to start creating an efficient workflow is to standardize your repetitive tasks with workflow automation. Standardization is crucial for efficiency because it ensures you do everything the same way each time. However, automation will save you time and will help tasks become routine and automatic.

Hubspot explains that “workflow automation is the process of using rule-based logic to launch a series of tasks that run on their own without any human intervention.” The best examples of workflow automation include using software to automatically add tasks and deadlines to your calendar, and to drip-feed an email sequence to an email list over time.

You’d be surprised at how much time it takes to set up repetitive tasks that can be automated. If you spend just thirty minutes each workday managing tasks that can be automated, that’s 130 hours each year wasted.

4. Create systems for everything

If consistency is important to you, create systems for every task you need to perform. If you work with other people who perform the same tasks, work with them to come up with a system you can all agree to follow.

When multiple people need to perform the same task, having a system for that task ensures consistent results. For example, restaurant chains have extremely detailed systems for creating their menu items. This ensures guests will have the same experience no matter what restaurant they visit.

Systems are the key to efficiency

Systems, including standardization and automation, support efficiency and generate consistent results. When systems and standards become a priority, you’ll see the difference in results.